Detailed Job Description

The Administrative Assistant provides administrative support to the Property Management Department, Central Services employee group, Society programs and special projects. This position is responsible for a variety of administrative functions such as data processing, electronic and paper filing, ordering and maintaining office and housekeeping supplies, and organizational support for meetings and events.

A narrow selection of the larger scope and responsibilities for the Administrative Assistant position are as follows:

- Respond to inquiries and referrals by phone and email, ensuring that interactions are timely, friendly, and skilled.
- Operate a variety of office equipment such as computers, printers, scanners, copiers, postage meter, facsimile, and multi-line switchboard and communicate any deficiencies to the Information Systems Manager.
- Ensure physical needs of office are met. Manage office and housekeeping supplies, such as bathroom, kitchen, and meeting supplies.
- Receive and submit online office and housekeeping supplies orders from programs and communicate with managers for approval.

- Schedule appointments and book boardroom and vehicles as requested and promptly communicate conflicts.
- Handle cash and credit/debit transactions received by mail,



in person, or by phone according to established guidelines and policies.
- Assist with sorting, scanning, copying, categorizing, filing facsimiles or documents as requested.
- Assist with projects as assigned.

Qualifications

Education

- Completion of Grade 12 and office administration training, or equivalent education.

Experience

- General office experience that includes front desk and clerical functions.
- Working knowledge of various MS software programs including Excel, Sharepoint, and Teams. Experience using imaging software is an asset.

Requirements

- Complete the Ministry of Public Safety and Solicitor General Criminal Record Check.

Job Information

- Hourly Wage Rate: $25.95.
- Work Location: 101 – 749 Pandora Ave. – Central Services.
- Work Days: Monday to Friday.
- Shift Times: 08:30 am to 4:30 pm.
- Weekly Hours: 40.
- Union: Exempt.
- Job Type: Full-time – Temporary until September 8, 2026.
- Benefits: We offer 100% employer-paid extended health and dental benefits, including for eligible dependents; access to telemedicine services through Sparrow; and our Employee Assistance Program, provided by Greenshield Health.

📌 Administrative Assistant (Victoria)
🏢 Victoria Cool Aid Society
📍 Victoria